Office Assistant

Position Title:Office Assistant

Department: Administration / Operations

Reports To Chief Operating Officer (COO)

Position Summary

The Office Assistant provides administrative, clerical, and operational support to Serenity Health Services. This position is responsible for assisting with day-to-day office functions, supporting staff communication, maintaining organized records, assisting with scheduling, greeting clients and visitors, and ensuring the office operates in a professional, efficient, and welcoming manner.

The Office Assistant reports directly to the Chief Operating Officer and plays an important role in supporting Serenity’s programs, staff, and clients.

Key Responsibilities

Administrative Support

 Provide general office and clerical support to the COO and administrative team.

 Answer phones, take messages, route calls, and respond to general inquiries.

 Greet clients, visitors, community partners, and staff in a professional and courteous manner.

 Assist with scheduling meetings, appointments, trainings, and staff calendars.

 Prepare, copy, scan, file, and organize documents as needed.

 Maintain office supplies and notify the COO when supplies need to be ordered.

Client and Program Support

 Assist with intake paperwork, forms, sign-in sheets, and basic client documentation as directed.

 Help ensure required documents are complete and routed to the appropriate staff.

 Maintain confidentiality when handling client, staff, and organizational information.

 Support communication between administrative staff, program staff, and clients.

 Assist with appointment reminder calls and follow-up communication as assigned.

Records and Data Entry

 Enter data into approved systems, spreadsheets, or tracking logs as directed.

 Maintain organized physical and electronic files.

 Assist with tracking reports, staff documents, meeting notes, and program records.

 Support accurate documentation and timely submission of administrative forms.

Office Operations

 Help maintain a clean, organized, and professional office environment.

 Assist with preparing meeting rooms and materials for staff meetings, trainings, and community partner visits.

 Support mail handling, document distribution, and basic office correspondence.

 Follow Serenity Health Services policies, procedures, and workplace expectations.

Other Duties

 Support special projects, outreach events, and administrative assignments as directed by the COO.

 Perform other related duties necessary to support Serenity Health Services operations.

Minimum Qualifications

 High school diploma or equivalent required.

 Prior office, clerical, receptionist, or administrative experience preferred.

 Experience in a healthcare, behavioral health, social services, nonprofit, or community-based setting is a plus.

 Basic computer skills, including Microsoft Word, Excel, email, and data entry.

 Ability to answer phones and communicate professionally with clients, staff, and community partners.

 Strong organizational skills and attention to detail.

 Ability to maintain confidentiality and handle sensitive information appropriately.

 Ability to work independently and as part of a team.

 18 years of age or older

Required Skills and Abilities

 Professional verbal and written communication skills.

 Strong customer service and interpersonal skills.

 Ability to prioritize tasks and manage time effectively.

 Dependable, punctual, and willing to learn.

 Ability to follow directions and complete assignments accurately.

 Respectful and compassionate when interacting with diverse populations.

 Ability to maintain a calm and professional demeanor in a busy office setting.

Work Schedule

This is a full-time position located at 3191 M Street, Suite B, Merced, CA. The regular work schedule will be determined by Serenity Health Services based on business and program needs.

Physical Requirements

 Ability to sit, stand, walk, bend, and perform general office duties.

 Ability to use a computer, phone, printer, copier, and other office equipment.

 Ability to lift or carry light office supplies as needed.

Equal Employment Opportunity Statement

Serenity Health Services is an Equal Opportunity Employer. Serenity is committed to providing a professional, inclusive, and respectful work environment for all employees, clients, and community partners.